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File Number: 22-711 <br />The City of San Leandro is required to make an annual payment to maintain its Microsoft <br />software infrastructure. This includes all Windows operating systems for City-owned desktops <br />and laptops; all Windows server operating systems and SQL databases servers in the City’s data <br />centers; and the full suite of Office 365 for all City employees. Office 365 includes Exchange with <br />Advanced Threat Protection, OneDrive, SharePoint Online, Skype for Business, Teams, Audio <br />Conferencing, and the full Office suite of applications (Word, Outlook, Excel, Access, <br />PowerPoint). <br />This annual contract covers all the licenses needed by the City for Microsoft products along with <br />technical support, new software upgrades, security patches, and all cloud computing services. <br />Payment is made through Dell Technologies, a Microsoft certified partner. In 2022, the City <br />selected Dell Technologies as its Microsoft Value-Added Reseller (VAR), due to pricing and <br />value-added services. <br />Previous Actions <br />On November 1, 2021, the City Council approved a Microsoft Enterprise Agreement for an annual <br />renewal with SoftChoice Corporation for FY 2021-2022 for $195,505, Reso. No. 2021-593; <br />On November 11, 2019, the City Council approved a Microsoft Enterprise Agreement for annual <br />renewals with SoftChoice Corporation for FY 2019-2020 and 2020-2021 for the combined <br />amount of $366,478.46 (approving one annual renewal of $183,239.23 in FY 2019-2020 and one <br />annual renewal of $183,239.23 plus up to a 10% increase in FY 2020-2021), Reso. No. <br />2019-192; <br />On November 5, 2018, the City Council approved a Microsoft Enterprise Agreement annual <br />renewal with SoftChoice Corporation for FY 2018-2019 for the amount of $144,666.14, Reso. No. <br />2018-147; <br />On October 16, 2017, the City Council approved a Microsoft Enterprise Agreement annual <br />renewal with SoftChoice Corporation for FY 2017-2018 for $134,829.34, Reso. No. 2017-144. <br />Legal Analysis <br />The City Attorney’s office reviewed and approved the purchase agreements as to form. <br />Financial Impacts <br />The total annual software and maintenance cost for FY 2022-2023 is $188,844. Costs for FY <br />2023-2024 are expected to be $188,844 plus up to a 10% increase. Costs for FY 2024-2025 are <br />expected to be $188,844 plus up to a 20% increase. <br />Sufficient funds are included in the FY 2022-2023 Information Technology Internal Service Fund <br />budget for Microsoft Enterprise Agreement software: <br />·Information Technology, Account 688-13-001-5311:$188,844 <br />Page 2 City of San Leandro Printed on 12/14/2022